SOFTWARE TECHNOLOGY PARKS OF INDIA REQUEST FOR … IT PARK... · 2018-06-14 · Nagar, Kolkata SB A/c - 407110110005847, A/c Name- SOFTWARE TECHNOLOGY PARKS OF INDIA, IFSC Code- BKID0004071]

Tender Ref. No. STPI/KOL/PUR-01-II/2018/QTN-110 Dated: 14.06.2018

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SOFTWARE TECHNOLOGY PARKS OF INDIA Ministry of Electronics & Information Technology, Govt. of India

Webel STP-II Building, 2nd Floor, DN-53, Sector-V, Salt Lake, Kolkata – 700091 Ph:+91-33-2367 3598/3599/3798/3799

www.kol.stpi.in

REQUEST FOR PROPOSAL (Ref. No. STPI/KOL/PUR-01-II/2018/QTN-110 Dated: 14.06.2018)

RFP for inviting Concept Design Proposal from Architects/Architectural Firms for proposed Office building at Siliguri 1. Mode of Tendering:

e-Tender URL http://eprocure.gov.in/eprocure/app in Two-Bid System: Technical + Financial

Date & Time of Publishing of Tender : 14/06/2018; 18:00 Hrs

Date, Time & Venue of Pre-Bid Meeting : 21/06/2018; 15:00 Hrs (at STPI Kolkata)

Last Date & Time for submission of Bid : 04/07/2018; 15:00 Hrs

Date & Time for Opening of Technical Bid: 05/07/2018; 15:00 Hrs

Date & Time for Opening of Financial Bid : Shall be conveyed separately

Date & Time for Presentation by Shortlisted bidders : Shall be conveyed separately (at STPI Kolkata/Delhi)

Validity of Bid : 90 days (from last date of submission)

The foremost requirement of participation in e-Tender is to have a digital signature. Instruction to the Bidders

to upload the bids online is also enclosed as Annexure -F.

http://eprocure.gov.in/eprocure/app


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Request for Proposal (RFP) for Inviting Concept Design for proposed Office building at Siliguri

Software Technology Parks of India (STPI) an autonomous society under Ministry of Electronics & Information Technology, Govt. of India invites Concept Design Proposals from competent and qualified Architects/Architectural firms (as per the conditions of eligibility mentioned in this RFP) for a new Office building on the plot located at following address: JL 86, Matigara, Opposite to Uttorayon, Dist - Darjeeling, Siliguri – 734010, West Bengal.

The design proposal should contain Vision statement, rationale for overall planning for various aspects of the design fulfilling all space requirements as per this RFP. The Design Concept should be elaborated through visual sketches, plans, elevations & sections etc. The design should cater to all structural requirements and feasibility aspect of the design with all necessary compliance of all statutory authorities. This office building shall have to be built on a Plot area of 12,302 sq.m. and shall have total covered area of about 1,579 sq.m (17,000 Sqft).

The proposals (bids) should be in two parts: (i) the Technical Bid, which should contain the Concept Design Proposal and other documents required as per the terms & conditions of this RFP; and (ii) the Financial Bid which should be as per the format given. Please note that the Financial Bid shall be submitted strictly in BOQ.xls file. The amount must be expressed in lump-sum fee and not in terms of percentage of the project cost.

The bidders can download tender document from http://www.kol.stpi.in & http://eprocure.gov.in/eprocure/app.

2. Functional Office Space Requirements The project envisages construction of a New Office Building having office space excluding areas for building services, parking etc. and about 1(No.) guest rooms for visitors (as per requirement) for proposed Office building of STPI Siliguri JL 86, Matigara, Opposite to Uttorayon, Dist - Darjeeling, – 734010, West Bengal.

Broad space requirements of main components of the complex is as under: STPI Office: 65.68 Sqm. Network Operations Center: 25.42Sqm. Raw Incubation:1331.13 Sqm. Guest Rooms:63.59 Sqm. Common areas (like Cafeteria, Conference room, Reception): 93.18 Sqm.

(The above areas are exclusive of areas for building services, public conveniences and parking which shall be provided as per Local bye-laws & Technical Standards).


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3. Development Norms

The building norms applicable to the site are as below:

Plot area : 12,302 Sqm.

Permissible FAR : As per Local bye-laws

Permissible Height : As per Local bye-laws

Set backs : As per Local bye-laws

Parking : As per Local bye-laws

(Note: The Architects/Architectural firms who submit the Concept Design Proposal shall be responsible for confirmation to all local bye-laws & regulations etc & submit design proposals accordingly)

4. The Proposal

4.1 General parameters a) Design Proposal should correspond to the surrounding environment including the existing

urban context and should be based on all necessary considerations for the terrain of the land. The Concept design should be inspiring and futuristic in its overall spatial composition and ambiance.

b) Design should be modern & forward-looking within conformity of the local development

controls, standards and planning regulations within overall site parameters of the city.

c) There should be functional distinction between Office, Incubation space (Raw), Network Operating Center (NOC) etc. and other office spaces. The reception should be inviting and

should have sufficient waiting area having controlled public access. Access to the other offices should be restricted. All public related activities should preferably be kept on the ground floor only.

d) All local factors such as climatic conditions, sub-soil conditions etc. should be taken into account for ensuring structural feasibility of the design. External finishes should be based on consideration of long term maintenance aspects as well as on the longevity of the building/s.

e) The Design proposal should ideally be based on Green Building Design concepts using all National / International practices for such buildings. The building/s should have sufficient natural light & ventilation for providing good working conditions. Use of local materials having lesser embodied energy shall also be appreciated.


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f) The buildings should reflect all the enduring values of the organization. The design of the

building/s and its ambience must reflect dynamic, technologically advanced & economically vibrant image of the country.

g) Multi-purpose hall / Auditorium, if provided, should be located in such a way that it can be used for large size gathering without compromising day-to day functioning of the office. It should have enough flexibility for organizing conferences / gathering of different sizes and should have sufficient pre/post gathering space. Utility areas like kitchen / pantries and washrooms should also be provided for.

h) Design should indicate services shafts for provisions like telephone, fax, computer

terminals, internet and other facilities with concealed wiring and Local Area Network (LAN) connectivity. Keeping in mind the security (requirements like CCTV, TV monitor room, access control system etc.) and other services in a comprehensive manner.

i) Elevators and ramps etc. may be provided to facilitate accessibility for differently-abled

and elderly persons.

j) The concept design proposal should also indicate space provision for all basic building

services, parking etc. 4.2 Guest Room Facilities

a) The Guest Room facilities should be designed as Modern, befitting Indian living style besides offering optimum architectural qualities within the prescribed Plinth Area Norms. Special consideration should be given to open terraces and landscaping features etc.

b) Provisions for modern kitchen & dining area should be made.

4.3 Detailed presentation shall be given by selected bidder at STPI Kolkata/Delhi on their

design proposal.

5. Conditions of Eligibility for Design Submission

a) The applicant Architect / Architectural Firm should be a qualified individual/firm and

should have valid registration for architectural practices. This should be supported with certified copy of the registration certificate showing registration number, date of registration and its date of validity.

b) Participating Architects/Architectural firms shall ascertain the local bye-laws applicable to the site(s) and prepare / submit the concept design accordingly and the applicants may visit the site if required.


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c) Architect/Architectural firm should submit the Concept Design Proposal along with broad

specifications for external and internal finishes.

d) Architect/Architectural firm should have their presence or office in Kolkata.

e) Even though an applicant may satisfy the qualification criteria / eligibility requirements, he would be liable for disqualification if misleading or false representation or deliberately suppressed information related to technical eligibility is noted during design assessment including record of poor performance such as abandoning work, not properly completing the projects or fulfilling the contract agreements or financial failures / weaknesses etc.

f) STPI shall engage a separate Project Management Agency/Consultant who shall detail out

the design further and shall finally execute the project. The selected Architect/ Architectural firm, if need be, shall be asked to co-ordinate (on agreed terms & conditions) with and work along with that firm/s during project execution period for successful implementation of the project in all respects.

6. Invitation of Concept Design Proposals

a) Bids are invited from Architects/Architectural firms for Concept Design. The design

submitted along with proposals shall be evaluated by duly constituted committee(s) out of which the most suitable designs shall be shortlisted and one will be selected as per Clause 10.

b) Participation in this RFP and submission of the Design Proposal would imply acceptance of

terms & conditions as may be shared by STPI before final selection of the Concept Design. 7. Correspondence Address:

a) The applicant shall address all their queries through email or by writing to Director,

STPI Kolkata.

8. Time Schedule

a) Time-schedule for the preparation and submission of proposals, is as given below:-

Date & Time of Publishing of Tender : 14/06/2018; 18:00 Hrs

Date, Time & Venue of Pre-Bid Meeting : 21/06/2018; 15:00 Hrs (at STPI Kolkata)

Last Date & Time for submission of Bid : 04/07/2018; 15:00 Hrs

Date & Time for Opening of Technical Bid : 05/07/2018; 15:00 Hrs

Date & Time for Opening of Financial Bid : Shall be conveyed separately

Date & Time for Presentation by Shortlisted bidders : Shall be conveyed separately (at STPI Kolkata/Delhi)


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9. Submission of Proposal

a) Technical Bid (1) The proposal shall include the following;

i) Drawings / Documents - A-2 size. ii) A CLEARLY LEGIBLE site plan showing the site layout, - 1:500 scale

plot area, proposed built-up area, landscape, access

roads, surroundings etc. iii) All CLEARLY LEGBILE Floor layout Plans, Elevations, - 1:200 scale

Sections iv) A Report (Not exceeding 5 pages) Explaining the - A-4 size

salient features of Concept design, comparative area

statement vis-a-vis area requirement for various

functions. v) Rough-cost-estimate(To provide an understanding - A-4 size

about the construction cost per sqm. based on high

level of specifications and services suitable for the

project) vi) Computer generated 3D Views describing the Proposal - A –3 Size

(Hardcopy as well as soft-copy in CD)

(2) Additional documents :

Tender Fee (Non-Refundable): Rs. 590/-(Rupees Five Hundred Ninety Only) inclusive of GST @ 18%, should be deposited preferably in [Bank Details - Bank of India, Sector-V, Bidhan Nagar, Kolkata SB A/c - 407110110005847, A/c Name- SOFTWARE TECHNOLOGY PARKS OF INDIA, IFSC Code- BKID0004071] on or before bid submission closing time as mentioned in the tender document, OR through DD/PO/BC however, have to attach scanned copy of transaction along with their bids.

Earnest Money Deposit (EMD)- Earnest Money of Rs. 10,000/- (Rupees Ten Thousand Only) should be deposited preferably in [Bank Details - Bank of India, Sector-V, Bidhan Nagar, Kolkata SB A/c - 407110110005847, A/c Name- SOFTWARE TECHNOLOGY PARKS OF INDIA, IFSC Code- BKID0004071] on or before bid submission closing time as mentioned in the tender document OR through DD/PO/BC, however, have to attach scanned copy of Earnest Money documents along with their bids.

The original instrument/ Receipt of Online/Offline Transaction for Tender Fee and EMD should be sent by post/hand to the Kolkata office, before the last date & time of bid submission with Annexure- D. The details of the DD/PO/BC issued by accepted instrument, physically sent, should tally with the details available in the scanned copy and the data entered during bid submission time. Otherwise the uploaded bid will be rejected.


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Bids submitted, without Tender Fee and/or EMD will stand rejected. EMD will not be accepted in the form of cash / cheque. No interest is payable on EMD. The bidders those who have registered with NSIC shall be exempted for submission of EMD. However, the bidder shall submit the valid NSIC registration certificate for availing such exemptions.

EMD will be refunded to the successful bidder after acceptance of award of contract at STPI Kolkata. The EMD will be returned to all un-successful bidders after finalization of tender and bears no interest.

The EMD shall be forfeited, if the bidder withdraws the bid during the period of bid validity specified in the tender.

However if the return of EMD is delayed for any reason, no interest / penalty shall be payable to the bidder.

The successful bidder, on award of contract / order, must send the contract/order acceptance in writing, within 7 days of award of contract/order, failing which the EMD will be forfeited.

The EMD shall be forfeited, if the bidder withdraws the bid during the period of bid validity specified in the tender.

Registration certificate

Details of all works of similar class executed in Form A.

b) Financial Bid

As per Annexure B in BOQ.xls file 10. Design Evaluation & Award of Work

10.1 Evaluation Procedure

a) Duly constituted committee(s) shall be constituted for the purpose of evaluation and final

selection of the design proposal by STPI. The right to choose the most suitable design and to seek modifications thereon, as may be necessary, shall lie with STPI. Author of the selected design may or may not be involved in the next stages of the project and therefore, once the design is finalized and accepted by STPI and payment is made to the successful design Architect/Architectural Firm, it shall remain with STPI and the ownership of the selected design shall be deemed to be transferred to STPI.


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b) The design proposals submitted to STPI should be unique and must not have been already

submitted /supplied to any other client. The selected design proposal shall not be submitted to any other client in future.

c) The Concept design shall be evaluated in two stages. In the first stage, all the designs shall

be examined from the point of view of fulfilment of the Design parameters and other technical requirements. Shortlisted bidders shall be asked to make a presentation on their design proposal as well as on their past projects and experience, before duly constituted committee(s) for this purpose. After the presentation each design shall be graded to evaluate the Design Proposal. In the second stage, the financial bids of the best selected design will be opened and overall grading shall be done.

10.2 Design Evaluation Criteria

a) Assessment of the Design Proposals by the Selection Committee will be based on two

parameters i.e. Technical & Financial.

b) The initial criteria prescribed in Annexure C in respect of experience of similar works completed will first be scrutinized and the applicant’s eligibility for the work shall be determined.

c) The applicants qualifying the initial criteria as set out in Annexure C will be evaluated on following criteria by scoring method on the basis of details furnished by them:

Design Evaluation Criteria

S. No. Technical Criteria Maximum Awarded Remarks points points

A Design Proposal: (75)

1 Design Concept 25

2 Design Brief Implementation 5

3 Flexibility in incorporating Design 5 Requirements

4 Design suitability to local Climatic conditions 5

5 Vehicular and Pedestrian Circulation pattern + 10 segregation activities & areas

6 Provision for Green building technologies 10

7 Provision for natural light and Ventilation 5

8 Presence of a strong local visual theme 5

9 Provision for future expansion 5


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B Additional technical criteria (25)

1 Structure of the organization 10

2 Project Management capabilities 5

3 Experience of designing similar buildings 10

4 Total score on Technical parameters (100)

5 75% weightage

C Financial Criteria

1 Percentage bid

2 100 x (Ratio of lowest bid / bid)

3 25% weightage

Total Score (Technical + Financial points)

Note: To become eligible for financial bid opening the applicant must secure at least fifty percent marks in each and sixty percent marks in aggregate of the above criteria of evaluation.

d) The selection process of the consultant would be based on weighted-average criteria of both the technical and financial bids in the ratio of 75:25.

11. Financial Bid

To be submitted as per Annexure B in BOQ.xls file.

12. Instructions for submission of bids

a) The bidder shall quote the lump sum consultancy charges after studying the scope of

work.

b) The consultancy charges quoted shall be net. Nothing extra (except associated taxes) shall

be paid on any account. The amount of fee shall be quoted in words and figures for the complete job.

c) Payment Terms: No interim payment will be made on submission of the design. The

payment shall be made after deducting the applicable TDS as per prevailing Govt. Rules as follows:-


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S.No. Milestone % Payment

1 After Selection of Architect 40

2 After submission of documents to the satisfaction of PMC 20

3 After getting clearance of the drawings/designs from local

development authority

20

4 After completion of 50% Civil works 10

5 After completion of 100% Civil works 10

d) All the conditions of the RFP and any clarifications or corrigenda thereof shall be binding

on all bidders

e) The bidder shall check the pages of all documents. In the event of discovery of any

discrepancy or missing pages, the bidder shall inform the Director, STPI Kolkata.

f) In case the bidder has any doubt about the meaning of anything contained in the Tender

document, it shall seek clarification on or before specified date of Pre-Bid meeting. All clarifications shall be published on STPI Kolkata website.

g) Except for any written clarification by STPI Kolkata, which is expressly stated to be an

addendum to the tender document issued by the Director, STPI Kolkata, no written or oral communication, presentation or explanation by any other employee of STPI shall be taken to bind or fetter STPI under the contract.

h) Validity of Bid: The bids shall remain valid for a period of 90 days from the last date of

submission of bids.

i) Bid Submission: Bids must be submitted as per the date and time stipulated in the RFP.

STPI may, at its discretion, extend the deadline for submission of bids in which case all rights and obligations of STPI and the bidder will remain the same.

13. Force Majeure

a) If at any time during the currency of the process, either party is subject to force majeure, which can be termed as civil disturbance, riots, strikes, tempest, acts of God etc. which may prevent either party to discharge its obligation, the affected party shall promptly notify the other party about the happening of such an event. Neither party shall by reason of such event be entitled to terminate the contract in respect of such performance of their obligations. The obligations under the contract shall be resumed as soon as practicable after the event has come to an end or ceased to exist. If the performance of any obligation under the contract is prevented or delayed by reason of the event beyond a period mutually agreed to, then either party may at its option terminate the contract.


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14. Dispute Resolution:

a) Any dispute and or difference arising out of or relating to this contract will be resolved through joint discussion of the authorized representatives of the concerned parties. However, if the disputes are not resolved by joint discussions, then the matter will be referred for adjudication to a sole Arbitrator appointed by the DG STPI.

b) The award of the sole Arbitrator shall be final and binding on both the parties. The

arbitration proceedings shall be governed by Indian Arbitration and Conciliation Act 1996 as amended from time to time.

c) The cost of Arbitration shall be borne by the respective parties in equal proportions.

d) Arbitration proceedings will be held at Kolkata only.

Jurisdiction of Court:

The courts at Kolkata shall have the exclusive jurisdiction to try the disputes, if any, arising out of this agreement between the parties.


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Annexure A

TERMS AND CONDITIONS

1. STPI will retain a sum at the rate of 5% as security of the gross amount of each payment. The same will be released after one year of the completion of the Project or obtaining the completion certificate from the local authorities.

2. Architect/Architectural firm will be liable for punitive action (like forfeiture of security

and/or balance payments) if it fails in its duties including but not limited to any of the following: a) Provide complete set of Architectural Drawings like Plans, elevations and sections of the

selected Concept design along with soft copies (CAD Files) as may be required by STPI.

b) Prepare design document on the basis of appropriate standards, criteria and brief

specifications, perspective, sketches, and 3D computer models etc. renderings as part

c) Work with other Consultant/Consultants engaged by STPI for the Project. The Architect

engaged would need to work with STPI as and when required in the office of STPI for better co-ordination. The Architect/Architectural firms engaged will be required to submit the design and drawings within the time frame as required by STPI.

3. Once the design is finalized and accepted by STPI, it shall remain with STPI and the ownership

of the selected design shall be deemed to be transferred to STPI.


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Annexure B

FINANCIAL BID

(Note: Sample of Financial bid is to be submitted in BOQ.xls file online at CPP portal)

Services

BASIC RATE

In Figures To be

entered by the Bidder in

Rs. P

TAXES

In Figures To be entered

by the Bidder in

Rs. P

TOTAL

AMOUNT

With Taxes

in

Rs. P

One-time Fee for Preparation & Submission of the Concept design for the project. The Architectural design shall also indicate design-intent for structural, internal & external services, plumbing, electrical, HVAC, acoustics, security communication, environmental, landscape & interiors etc. involved in the building planning including local approvals and total cost estimate of the project.

Total in figures

Quoted rates in Words

Signature & Seal of bidder


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Annexure C

CHECK-LIST FOR PRE-QUALIFICATION CRITERIA

Architect/Architectural firm who fulfil the following requirements shall be eligible to apply.

Sl. Criteria Compliance Type of Page No.

No. (Yes/No) document to be

furnished

1. Tender Fee of Rs. 590/-

DD/Pay Order/Copy of Payment Transaction details

2. Bid Security/EMD of Rs. 10,000/-

DD/Pay Order/ Copy of Payment Transaction details

3. The Architect/Architectural firm Self-attested copy of the

should be a member of Council of registration certificate.

Architecture.

4. The Bidder should be a registered Self-attested documentary

architect/ architectural firm having proof

similar experience

5. The Bidder should not be found Self-undertaking

indulged in any illegal activity and

have no case pending with the police

6. The Bidder should provide Self-attested copy

Certificate of Registration for GST,

acknowledgement of up-to-date “Tax

Returns Filed”,

PAN Card in the name of

individual/firm

7.

Presence or office in Kolkata of Architect/Architectural firm Self-undertaking



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FORM-A

DETAILS OF SIMILAR WORKS EXECUTED

S. Name of Owner or Cost of Date of Stipulated Actual date Litigation Name Remarks

No. work / sponsoring work commen- date of of arbitration and

Project& organization in cement completion completion cases address /

location crores as per pending / telephone

rupees contract in number

progress of officer

with to whom

details * reference

may be

made

1 2 3 4 5 6 7 8 9 10

* Indicate gross amount claimed and amount awarded by the Arbitrator.



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Annexure D

Tender Fee & EMD Forwarding Letter From (Name & Address of the Bidder) To

The Director

Software Technology Parks of India

2nd Floor, Webel STP-II Building, DN-53, Sector-V, Salt Lake, Kolkata – 700091

Sub: Tender fee & Earnest Money Deposit for bid no. STPI/KOL/PUR-01-II/ 2018/QTN-110

Dated: 14/06/2018.

Ref.: Bid document ........................................... ………dated :...........................

Dear Sir,

We, M/s. ______________________________________________________, having read and examined in detail the bid document and amendments for “RFP for inviting Concept Design Proposal from Architects/Architectural Firms for proposed Office building at Siliguri”. We, M/s.______________ ________________________________________________________ hereby inform that :

1. Tender Fee of Rs._____________(Rupees…………………………………..) has been transferred through RTGS/NEFT or Submitted through DD/PO/BC.

2. EMD of Rs._____________(Rupees……………………………..) has been transferred through RTGS/NEFT or Submitted through DD/PO/BC .

Tender Fee EMD

a. Transaction Details: …………. ……………….. b. Amount : …………. ……………….. c. Dated : ……………….. …………………

We, M/s. __________________________________________ having read and understand the clause no._________ towards forfeit of EMD. Vendor details (for EMD return purpose) : a. Name of the company b. Name of Bank : c. Account Number : d. Branch Name: e. Branch Address : f. IFSC code :

Yours Sincerely,



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Annexure-E

Site Plan


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Annexure-F

Instructions for Online Bid Submission

The bidders are required to submit soft copies of their bids electronically on the CPP Portal, using valid Digital Signature Certificates. The instructions given below are meant to assist the bidders in registering on the CPP Portal, prepare their bids in accordance with the requirements and submitting their bids online on the CPP Portal. More information useful for submitting online bids on the CPP Portal may be obtained at: https://eprocure.gov.in/eprocure/app. REGISTRATION 1) Bidders are required to enrol on the e-Procurement module of the Central Public Procurement Portal (URL: https://eprocure.gov.in/eprocure/app) by clicking on the link “Online bidder Enrolment” on the CPP Portal which is free of charge.

2) As part of the enrolment process, the bidders will be required to choose a unique username and assign a password for their accounts.

3) Bidders are advised to register their valid email address and mobile numbers as part of the registration process. These would be used for any communication from the CPP Portal.

4) Upon enrolment, the bidders will be required to register their valid Digital Signature Certificate ( Class II or Class III Certificates with signing key usage) issued by any Certifying Authority recognized by CCA India (e.g. Sify / nCode / eMudhra etc.), with their profile.

5) Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible to ensure that they do not lend their DSC’s to others which may lead to misuse.

6) Bidder then logs in to the site through the secured log-in by entering their user ID / password and the password of the DSC / e-Token. SEARCHING FOR TENDER DOCUMENTS 1) There are various search options built in the CPP Portal, to facilitate bidders to search active tenders by several parameters. These parameters could include Tender ID, Organization Name, Location, Date, Value, etc. There is also an option of advanced search for tenders, wherein the bidders may combine a number of search parameters such as Organization Name, Form of Contract, Location, Date, Other keywords etc. to search for a tender published on the CPP Portal.

2) Once the bidders have selected the tenders they are interested in, they may download the required documents / tender schedules. These tenders can be moved to the respective ‘My Tenders’ folder. This would enable the CPP Portal to intimate the bidders through SMS / e-mail in case there is any corrigendum issued to the tender document.

3) The bidder should make a note of the unique Tender ID assigned to each tender, in case they want to obtain any clarification / help from the Helpdesk.

https://eprocure.gov.in/eprocure/app


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PREPARATION OF BIDS 1) Bidder should take into account any corrigendum published on the tender document before submitting their bids.

2) Please go through the tender advertisement and the tender document carefully to understand the documents required to be submitted as part of the bid. Please note the number of covers in which the bid documents have to be submitted, the number of documents - including the names and content of each of the document that need to be submitted. Any deviations from these may lead to rejection of the bid.

3) Bidder, in advance, should get ready the bid documents to be submitted as indicated in the tender document / schedule and generally, they can be in PDF / XLS / RAR / DWF/JPG formats. Bid documents may be scanned with 100 dpi with black and white option which helps in reducing size of the scanned document.

4) To avoid the time and effort required in uploading the same set of standard documents which are required to be submitted as a part of every bid, a provision of uploading such standard documents (e.g. PAN card copy, annual reports, auditor certificates etc.) has been provided to the bidders. Bidders can use “My Space” or ‘’Other Important Documents’’ area available to them to upload such documents. These documents may be directly submitted from the “My Space” area while submitting a bid, and need not be uploaded again and again. This will lead to a reduction in the time required for bid submission process. Note: My Documents space is only a repository given to the Bidders to ease the uploading process. If Bidder has uploaded his Documents in My Documents space, this does not automatically ensure these Documents being part of Technical Bid. SUBMISSION OF BIDS 1) Bidder should log into the site well in advance for bid submission so that they can upload the bid in time i.e. on or before the bid submission time. Bidder will be responsible for any delay due to other issues.

2) The bidder has to digitally sign and upload the required bid documents one by one as indicated in the tender document.

3) Bidder has to select the payment option as “offline” to pay the tender fee / EMD as applicable and enter details of the instrument.

4) Bidder should prepare the EMD as per the instructions specified in the tender document. The original should be posted/couriered/given in person to the concerned official, latest by the last date of bid submission or as specified in the tender documents. The details of the DD/any other accepted instrument, physically sent, should tally with the details available in the scanned copy and the data entered during bid submission time. Otherwise the uploaded bid will be rejected.

5) Bidders are requested to note that they should necessarily submit their financial bids in the format provided and no other format is acceptable. If the price bid has been given as a standard BOQ format with the tender document, then the same is to be downloaded and to be filled by all the bidders. Bidders are required to download the BOQ file, open it and complete the coloured (unprotected) cells with their respective financial quotes and other details (such as name of the bidder). No other cells should be changed. Once the details have been completed, the bidder should save it and submit it online, without changing the filename. If the BOQ file is found to be modified by the bidder, the bid will be rejected.


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6) The server time (which is displayed on the bidders’ dashboard) will be considered as the standard time for referencing the deadlines for submission of the bids by the bidders, opening of bids etc. The bidders should follow this time during bid submission.

7) All the documents being submitted by the bidders would be encrypted using PKI encryption techniques to ensure the secrecy of the data. The data entered cannot be viewed by unauthorized persons until the time of bid opening. The confidentiality of the bids is maintained using the secured Socket Layer 128 bit encryption technology. Data storage encryption of sensitive fields is done. Any bid document that is uploaded to the server is subjected to symmetric encryption using a system generated symmetric key. Further this key is subjected to asymmetric encryption using buyers/bid opener’s public keys. Overall, the uploaded tender documents become readable only after the tender opening by the authorized bid openers. 7) The uploaded tender documents become readable only after the tender opening by the authorized bid openers.

8) Upon the successful and timely submission of bids (i.e. after Clicking “Freeze Bid Submission” in the portal), the portal will give a successful bid submission message & a bid summary will be displayed with the bid no. and the date & time of submission of the bid with all other relevant details.

9) The bid summary has to be printed and kept as an acknowledgement of the submission of the bid. This acknowledgement may be used as an entry pass for any bid opening meetings. ASSISTANCE TO BIDDERS 1) Any queries relating to the tender document and the terms and conditions contained therein should be addressed to the Tender Inviting Authority for a tender or the relevant contact person indicated in the tender.

2) Any queries relating to the process of online bid submission or queries relating to CPP Portal in general may be directed to the 24x7 CPP Portal Helpdesk.